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Managing Affiliate Invoices for EU Companies in FirstPromoter
Managing Affiliate Invoices for EU Companies in FirstPromoter
Harvey Gil avatar
Written by Harvey Gil
Updated over 2 months ago

FirstPromoter simplifies the process of generating and managing invoices for EU companies. This tool handles the creation of self-billing VAT and non-VAT invoices for your affiliates. It automates everything from determining the correct invoice format to VAT calculation and validation, ensuring compliance with EU regulations.

Requirements

To use the invoicing feature, there are a few requirements:

  • You must be an EU company

  • Your affiliate terms must include a clause stating that you will self-invoice affiliates. This is a requirement for self-billing in most EU countries. Please check with your accountant or legal team to ensure compliance.

    You can use FirstPromoter’s Manage Agreements feature to update your affiliate terms, and the platform will track which affiliates agreed to the terms, along with timestamps for auditing purposes.

  • You must be subscribed to the Business plan or higher.

How to Enable Invoicing

  • Go to Settings in the upper-right corner.

  • Select the Others tab.

  • Enable Invoicing by toggling the option.

How Invoices Are Generated

You don't need to worry about generating invoices, as they will be generated automatically once you pay/mark as paid your payouts.

For more details, you can access this article.

Affiliate Eligibility for Invoicing

Please note that not all payouts are eligible for invoicing. FirstPromoter will automatically check the affiliate details upon sign-up, and affiliates with invalid information will see a notification on their dashboard:

If there are affiliates ready to be paid but with invalid or incomplete invoicing details, you will see a notice with a link. Clicking the link will show you those affiliates and their issues:

On the admin side, If you hover over the warning icon on a payout, you can view the specific error:

If an affiliate’s invoicing details are invalid, FirstPromoter will notify them via email (coming soon). Once the affiliate updates their details, the warning icon will disappear, and you will be able to see the preview icon of the invoice.

Note: To access your existing invoices, go to Payouts and select "View invoices"

How to Pay Invoices

Paying invoices is the same process as handling payouts. You can check more information on our How to pay your promoters article.

To preview the invoice before paying your payout, you can simply click on the icon next to Pay as shown below:

Invoices on the Affiliate Dashboard

Once payouts are completed, they will appear in the affiliate’s dashboard. Affiliates can download their invoices by navigating to the Payouts section and selecting the Invoices tab:

This guide covers the basic steps and features of managing affiliate invoices with FirstPromoter, making invoicing easier for both businesses and affiliates.

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